Project Administrator

General Position Description

The Project Administrator is responsible for ensuring the project documentation including all required correspondence is properly completed and filed for ease of reference. This role is responsible for entering all subcontracts, purchase orders and change orders into the ERP and Project Management systems, sending them to the subs and vendors, and ensuring these documents are signed and returned. The role is also responsible for ensuring the appropriate documentation is in place and submitted to the client for accurate and timely payment.

• Assist the Project Management team in processing and tracking paperwork including submittals, RFIs, invoices, application for payment, subcontract agreements, purchase orders, and labor cost reports.
• Accurately receive, voucher, and reconcile invoices.
• Ensure the team accurately documents and submits all receivables, quantities, extras, change orders, and claims for timely invoicing and to maximize cash flow.
• Finalize monthly invoices with the Project Manager.
• Assist the timely preparation of submissions for as-builts, vouchers, extras, and claims and follow up for income collection.
• Maintain a comprehensive and orderly project file system and ensure the team adheres to the filing process.
• Ensure all documentation is clear, concise, and accurate so all departments and employees can reliably use this information.
• Assist the execution of the required documentation for clients, subcontractors, and for internal company procedures.
• Work with the Accounting Department to ensure jobs are correctly set up in the system in a timely manner.
• Maintain meeting minutes and follow up with the team regarding the status of action items.
• Assist the project submittal process, including drawings and certifications, ensuring all Owner required information is timely and accurately submitted to avoid project delays.
• Other duties as assigned.

• U.S. citizenship is required for Security Clearance Requirements.
• Experience using the Army Corps of Engineers RMS and NAVFACs eCMS systems is preferred.
• Experience with construction software solutions such as Bluebeam for marking up drawings is preferred.
• Familiarity with certified payroll processing is preferred.
• Has a solid time‑management system and demonstrates excellent organizational skills.
• Excellent proficiency in MS Office products (primarily Word, Excel, and PowerPoint).

Conti Federal offers great benefits. Medical, dental, and vision coverage are provided on the first day of employment. Life insurance, a 401(k) matching plan, an Employee Assistance Program, wellness programs, and many other optional programs are also offered.

All applicants who receive a conditional offer of employment must take a pre‑employment drug test and receive a negative result as a condition of hire.

Conti Federal is an equal opportunity employer and does not promote or enforce any preferences or workforce balancing on the basis of race, color, sex, sexual preference, religion, or national origin.